Document Control Specialist

Company Description

Work with Us. Change the World.

At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.

Job Description

Document Controls Lead, Markham/Toronto, ON.

AECOM is in need of a Document Controls Lead to join our team in Markham, ON and in our clients office in Toronto, ON.

The job incumbent will be responsible for sending, receiving, distributing, circulating, tracking, expediting and archiving all official project documents to, from and within the company using SharePoint, Aconex or other EDMS.

The Document Controls Lead is also responsible for assisting in the implementation and management of the Document Management System, while providing the supported projects and company and external stakeholders with quality assurance measures.

KEY RESPONSIBILITIES

• Create and maintain Document Management Systems including library distributions and participant matrix.

• Ensure document control function is being performed in accordance with corporate procedures and project requirements in a timely and efficient manner.

• Facilitate workflow of information and communication between clients, vendors, subcontractors and staff; for various projects

• Organize necessary filing and archiving of technical documents.

• Configuring SharePoint systems to specified requirements.

• Assist in the coordination of documentation processes including creating automatic business workflows through SharePoint Online and Power Automate.

• Extend SharePoint functionality with forms, web parts, and application technologies.

• Manage and maintain templates and information on project servers.

• Drive improvements and efficiencies in our data management systems & processes

• Participating in other document control initiatives or data management tasks under the direction of the functional team lead

• Construction Project Administration

• Technical Document Control

• Development of Corporate Standards and Documents

• Management of Corporate Document Data Base and File Life-Cycles

• Coordinating of RFI, RFR and Inspection Activities

• Record management and document retention scheduling

• Developing, and conducting internal project and process audits

• Preparation for ISO 9001:2008 external audit

• Developing Standard Operating Procedures including guides and templates

• Tracking of Key Performance Indicators

• Generating and maintaining BOMs of newly designed equipment

Qualifications

Minimum Requirements

• At a minimum. candidate requires BA/BS + 4 YORE or if candidate does not have this, they should have demonstrated equivalency of experience and/or education.

• Working knowledge of Document Control software EDMS specifically Oracle Aconex and methodologies

• Experience managing in a DC team environment.

• Ability to effectively communicate with all staff at all levels, clients and external vendors.

• Ability to anticipate project needs and work independently with minimal supervision.

• Efficient and Resourceful at multitasking and initiative-taking in problem solving.

• Ability to work in a challenging environment and under pressure.

• Strong organization skills with attentive detail and professional technical writing skills.

Preferred Qualifications

• Experience with EDMS systems including Unifier, Oracle Aconex, SharePoint Online, Prism Contruent, BIM 360/ACC and MS Power Platform including PowerAutomate, PowerApps and PowerBI.

• Strong computer skills (MS Word, Excel, PowerPoint, Access, Adobe and Outlook)

• Experience with Technical Document Control Management software Unifier, (Share Point, JD Edwards, Documentum EDMS, Aconex EDMS, SAP, PrismDocs, CRM, ERP, Oracle, People Soft, ProjectWise, McLaren EDMS, Microsoft Office, AS400, Macros, Global Shop, Solid Works, FSCM, HCM, E-Fin, Proliance, e-Builder, Prolog and Micros). Familiar with POSSE and LiveLink, SPIN, and 311 Service Request Logs.

• Experience in Engineering, Construction or Owner Environment

• Trained internal auditor.

• Works under limited supervision. 

• May take on several components of a project. 

• Provides direction for team members. 

• •Pans and manages implementation and integration of new technologies. 

• Troubleshoots problems of medium complexity and recommends appropriate action. 

• Project size could range from low to medium complexity. 

• • Provides document management and project controls support which includes the receipt, inventory, audit, tracking, storage, retrieval and distribution of both classified and unclassified electronic, paper and other media project data and documents according to company policy, and proper procedures for the projects.

• Manages the set up and maintenance of document control / records management for multiple projects and Project Managers.

• Ensures that all local practices and activities comply with company policies and procedures.

Additional Information

About AECOM

AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $14.4 billion in fiscal year 2023. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Freedom to Grow in a World of Opportunity 

You will have the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

AECOM provides a wide array of compensation, benefits and well-being programs to meet the diverse needs of our employees and their families. We’re the world’s trusted global infrastructure firm, and we’re in this together – your growth and success are ours too.

Join us, and you’ll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

All your information will be kept confidential according to EEO guidelines.